Change Network Roundtable September 29, 2016

Today Next Change Network Roundtable 3:00-4:00 pm Kissam Multi-Purpose Room, C210

Thursday, October 20, 2016 3:00-4:00 pm Kissam Multi-Purpose Room, C210

• Welcome

• 3:25-3:50– Meet the Expert: Kara Sundar

• Change Network

• SkyVU Community Engagement Survey results

• Group Activity & Report Out

• 3:00-3:10– SkyVU Project Updates

• 3:55-4:00 – Wrap Up/ Close

Agenda • 3:10-3:25– Trivia & Recognition

• 3:50-3:55– Questions

Introductions

Project Updates

• Finance Business Process Mapping finishing this week • HCM Business Process Mapping starting this week • Business Process Analysis with Business Partners starting

mid-October

Business Process

Mapping

• Conversations taking place regarding flow of data from Oracle Cloud to departmental systems which may impact local business processes

Integrations

• Labor Distribution • Effort Reporting & Certification • Fringe Allocations • Student System Integration

• Security & Workflow • Faculty Information • Faculty Pay & Summer Pay • Employee/ Dependent Tuition

Benefit

Workgroups

Project Updates

SkyVU project blog introduced July 25, 2016 via MyVU posting. First article is general welcome and project overview. Follow-up articles will have substantive content and personality profiles of leaders involved in SkyVU project.

SkyVU project blog introduced July 25, 2016 via MyVU posting. First article is general welcome and project overview. Follow-up articles will have substantive content and personality profiles of leaders involved in SkyVU project.

SkyVU project blog introduced July 25, 2016 via MyVU posting. First article is general welcome and project overview. Follow-up articles will have substantive content and personality profiles of leaders involved in SkyVU project.

SkyVU project blog introduced July 25, 2016 via MyVU posting. First article is general welcome and project overview. Follow-up articles will have substantive content and personality profiles of leaders involved in SkyVU project.

SkyVU project blog introduced July 25, 2016 via MyVU posting. First article is general welcome and project overview. Follow-up articles will have substantive content and personality profiles of leaders involved in SkyVU project.

SkyVU Communication Updates https://www.vanderbilt.edu/skyvu/

Blog Post #4: Chart of Accounts and Org. Structure Blog Post #5: Finance Impacts and Updates Upcoming Blog Post: SkyVU Community Engagement Survey Results: 10/3

Change Network Shout-Outs!

SkyVU Roadshows Past

• Dean of Students Staff: 8/2 • Division of Administration: 8/11 • VUSE Administrative Staff: 8/17 • VUIT Business Operations Team: 8/18 • SkyVU Overview with Dean Vanessa Beasley: 8/24 • Divinity School Staff: 8/29 • SkyVU Overview with University Librarian Valerie

Hotchkiss: 9/1 • Owen Graduate School of Management Senior Staff:

9/6 • Provost Team: 9/7 • VUIT Infrastructure Leaders: 9/7 • University Enrollment Affairs: 9/9 • VUSN Executive Committee: 9/12 • Law School Senior Leadership: 9/12 • University Staff Council: 9/13 • Peabody Department Chairs & Deans: 9/14 • VUIT TMO PM Meeting: 9/15 • Public Safety Leadership Team: 9/21 • Finance Team: 9/22 • Business Leaders Summit: 9/23 • Business Services: 9/28

Upcoming

• 9/30: Office of General Counsel • 10/3: VUIT DTS • 10/12: Facilities Staff Meeting • 10/13: Law School Faculty Assistants

SkyVU Trivia

A) John Lutz

B) Dennis Johnson

C) Eric Kopstain

D) Cornelius Vanderbilt

E) Susan Wente

F) Barb Carroll

G) Brett Sweet

Which of the following is not a member the Executive Steering Committee?

A) 1980s

B) 1990s

C) 2000s

D) 2017

What year is SkyVU moving our technology and processes to?

Which of the following systems are not being replaced by SkyVU?

A) Finance systems

B) Human Capital Management systems

C) Grants systems

D) Student systems

How does the Solution Driven Approach, used by the SkyVU team, help the project?

A) Ensures business will be simpler B) Ensures business will be more

efficient C) Ensures we meet the 7/1/2017

deadline D) All of the above

Where do I go to get answers to my questions about SkyVU?

A) SkyVU website

B) MyVU articles

C) SkyVU Blog

D) SkyVU team member

E) All of the above

Meet the Expert: Change Management Kara Sundar

Let’s back up for a moment…

SkyVU is modernizing our financial, administrative and research support systems using Oracle Cloud.

Remind me what SkyVU is?

To support the academic mission

Because we have to get off the old systems that the medical center is keeping

To improve decision making with better access to data

To allow employees to contribute in new, more strategic ways (less time spent reconciling multiple systems, for example)

Why are we doing this?

BI Launch Pad

New Business Objects

Application

eDog

General Ledger Data

DMS

Departmental Management

System

C2HR

Connect to HR

Concur

Vanderbilt Employee

Reimbursement

ePac

Personnel Action Change

Kronos

Electronic Time and Attendance

System

e-Timesheet

Electronic Timesheet

Exempt Time Off

Exempt Time Off

eProcurement

Purchase Requisitions

NCOA

Narrative Chart Of Accounts

WALDO

Labor Data

Taleo

Employee Recruiting

PM

Privilege Management

Pcard

Procurement Card

Team Training

FY16 FY17 FY18 Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug

Config Workshops

Finance BP Mapping I Workshops

BPM 2 Workshops

BPM 3 Workshops

Change Network Planning

Transition Realization

SkyVU Timeline

Configure Config Test1

Config Test 2

End User Training Prep

Build User Training

Deliver End User Training

Design Configuration Validation

† Workgroups

Change Agents Kickoff Change Management Network Active Change Champions Kickoff

Conversion Mapping

Oracle Applications

Cloud

Endowment

eMarketplace

Business Process Mapping

Change Management

IDM & MDM

BI

Research

Facilities

Partner Review

IDM implementation

MDM - Person data (EPI replacement) implementation

Oracle Business Intelligence Suite (On-premise)

Additional Data Configuration

Conversion Extract, Load, Cleanse

Conversion Extract, Load

Config

Integration Inventory Integration Testing Integration mapping

Evaluation and Replacement of University Research Systems (Coeus and PEER)

System Integration

Test

Config

User Validation

Payroll Parallel

Partner Review

HCM BP Mapping I Workshops

Partner Review

BPM 2 Workshops

Partner Review

Business Process Analysis

Facilities Evaluation

Today

Go-Live (Phase I)

Planning & Design

*PROJECTS Business Process Mapping

FunDriver Implementation & Initial Testing

Initial Testing

Config

Checkpoint

*PROJECTS Design & Config

*Projects : Gift & Endowments Capital, CORES Faculty Funds

Planning & Design eMarketplace Implementation & Initial Testing

† Workgroups: Fringe, Effort Reporting Labor Distribution Faculty & Summer Pay Student Integrations Security Faculty Information Tuition Benefit

Change Management Team

Change Management Project Manager: Kara Sundar

SkyVU Program Management Office (PMO)

Vanderbilt Community

Communications Training

Change Champions

Change Agents

Campus Coordination

Four Dedicated Huron Consultants

Business Process Analysis

Business Partners

ADKAR

Awareness Desire Knowledge Ability Reinforcement

The WHOLE point of Change Management is to make sure that people are successful in our future state.

Go Live 7/1/17 Today

“I understand

why…”

“I have decided to…”

“I know how to…”

“I am prepared

to…”

“I will continue

to…”

Change Champions

Change Agents

Business Partners

Change Network

Who are Change Champions?

Participate actively and visibly Create positive

expectations Coalition building Communication Support and

reinforce project objectives

Change Champions

Change Agents

Business Partners

What about Business Partners?

Aid in process redesign Provides context

for “why” Supports change

from a business perspective

Change Champions

Change Agents

Business Partners

What about Change Agents?

Advocate for change via local interactions

Clarify changes (nuts & bolts) & empower end users

Reassure peers about project impacts

Assist & support users in daily use

Change Champions

Change Agents

Business Partners

Change Network

Business Partners

process redesign | context | business needs

Change Champions

wide influence | enable change | actively engaged

Change Agents

local influence | advocate change | direct feedback

Communication

MyVU | website | printed materials

Training

online | job aides | in person support

Change Network

Who are Change Agents?

Individuals with local influence,

who are advocates of change, and

engage with the SkyVU team

Departmental influencers who

embrace, advocate, and

participate in the change initiative

People who understand the

change and proactively engage

with their peers about the positive

benefits of the project

Employees comfortable

referring feedback or concerns to the

SkyVU team

Can be anyone in the department

Who do you know who would make a great Change Agent?

SkyVU Community Engagement Survey

Results

Community Engagement Survey Results

Overall, the community is excited to participate in the change and believes SkyVU will increase work efficiency; however, we must continue to raise awareness and build

avenues for answering questions throughout the life of the project.

Strongly Agree = 1 Agree = 2 Neutral = 3 Disagree = 4 Strongly Disagree = 5 Numbers reflect average score

I am familiar with SkyVU and the systems & processes that it will impact.

I know where to get answers to my questions about changes that will impact me.

I believe I will receive the training and support I need to perform my job after SkyVU is implemented.

I believe I will be more efficient in my work once SkyVU is implemented.

I want to participate in the SkyVU change effort.

3.25 3.20 2.45 2.52 2.34

2,600 active users 8/31/2016

22% (exceeds expectations)

Distribution Audience

Survey Closed

Response Rate

Group Activity

1. What concerns/questions do you have about SkyVU?

2. How can Change Champions transform the conversation around awareness of SkyVU and impacted processes?

3. How can our team support you?

Change Agents • Send Natalie your list of Change Agent nominees by October 14

Next Steps

• SkyVU overview roadshows ending October 31 • Topic-based roadshows November - April Roadshows

• Town Hall: October 25, 11 a.m., Board of Trust Room, Student Life Center

• Change Champions will be recognized and asked to stand

Town Hall

SkyVU Awareness Poster

Need additional

copies?

Questions